Management Assistant (Secretary

[6 month contract for temporary replacement]

Your Profile:

• Commercial apprenticeship and additional commercial training as merchant for office management or comparable education.
• 3 years.
• Very good command of the English language, skill in MS-Office (Word, Excel, Power Point); SAP knowledge preferable.
• Good understanding about administration job
• Ability to handle and prioritize multiple tasks and meet all deadlines
• Able to work as team and individually, with less supervision
• Having strong initiative

Your Contribution:

• Assistance:
  • Supports his/her supervisor in the fulfillment  of his/her functional, organizational and managerial functions as well as in decision preparation by accurate and timely execution of delegated tasks and individual assignments and execution of routine, administrative tasks under consideration of changing priorities. Prepares correspondence according to general instructions in English. Works on outgoing mail, prepares the incoming mail and clarifies questions in advance, which are necessary to understand the processes
  • Transfers directives to third persons, obtains and gives information concerning processes in the sense of his/her supervisor. Manages the calendar and arranges dates for his/her supervisor when needed.
  • Makes preparations and bookings for business trips (inland and abroad), and takes care of travel expense accounting.
• Documents/charts/decision material
  • Provides periodical charts, reports and graphics, prepares extra reports as per specification and charts these data. Participates in designing new templates and presentations as well as translations from English to Bahasa Indonesia. Prepares presentation material according to oral instructions. Obtains additional information by investigation of media, if needed. Prepares documents and decision material for meetings, business trips and conferences and arranges them according to subjects/topics and agenda.
• Administration:
  • Submits proposals for the improvement of administrative processes and participates in its configuration. Manages the common network drives and ensures the transparency of file storage.
  • Participates in budget planning and monitors budget compliance in her area of responsibility.
• Guest Service:
  • Plans and organizes care, transfers, catering and accommodation of external guests. Prepares internal meetings and video conferences.
• To distribute incoming faxes and incoming mails. 
• Responsible for sending, keeping tracking and recording data for debit note (invoice) from customer service department daily
• To save and to file legal documents. 
• To keep, to save, and to record duplication of keys.
• To receive incoming calls before it is transferred to and received by president director and directors. 
• To make a contact a company or an institution as instructed by president director and directors. 
• To monitor and to arrange the use of board meeting room, workshop-meeting room, guest meeting room and suditorium. 
• To update information on tasks to accomplish as instructed by president director and directors. 
• To record and to save internal memo the company has issued. 
• Quarterly request for import data for vials, syringe, ampoules, pipette from third party
• To check up receipts of payment and claim transport reimbursement for president director and directors to finance including gasoline, parking and toll reimbursement for president directors & directors only.
• To distribute Schott World (English version) to president director, directors and managers. 
• To administer the translation process of Schott World to Bahasa Indonesian. 
• To distribute Schott World (Indonesian version) to employees of PPI. 
• To count over wages of drivers for the directors every month.
• To prepare all needs for business trip of employees, include Visa, ticket, and the accommodation.
• To prepare the visas, working permits and Kitas for expatriates.
• To arrange and to prepare internal or external meeting as instructed by president director and directors.
• To make Welcoming Greeting in the arrival of SIG guests. 
• To accomplish other job-related tasks as instructed by president director and directors.
• Responsible to observe that the social areas of the company will be maintained in good condition, clean and tidy (coffee corner, lobby and canteen).
• Responsible to observe and maintain in a clean and tidy conditions the board meeting room, guest meeting rooms, workshop meeting room and auditorium as well as the materials and stationary needed in these rooms.
• Responsible to coordinate and maintain the 5S concept in the administrative area.
• Standby in the lobby (receptionist) to receive and call out at the request of the user / customer
• Receiving guests and give form to the appropriate needs of guests
• Checking the table condition and dispenser for the guest to keep it clean and tidy, check availability glass cup at dispenser.
• List ordering canteen weekday & weekend 
• Having in consideration that the assistant is reporting directly to the president director has to take care of the following duties or activities:
• Coordinate when needed the private activities of the president director and his or her family such as holidays, reservations, flights, transfers, appointment with doctors, etc.
• Has to take care that all the payments of the house or apartment where is living the president director will be done timely to avoid the interruption of services. (electricity, water, internet, etc.)
• Will be the direct contact with the agent that rented the house or apartment to the president director.
• Has to coordinate the activities and payment for the driver(s) that are working for the president director and directors.
• Has to coordinate the activities and payment for the Maid that are working for the president director.
• If a maintenance or a repair is needed in the house or apartment of the president director has to coordinate and control all the necessary activities to perform such activity. 
• Has to observe that the driver will take care and maintain the car of the president director in good conditions and that the regular maintenance will be conducted as planned.
• To coordinate with the security of the exchange invoices and company guests
• Always give the form to the guests according to their interests  guest
• Doing another tasks due to task instructed by superior
• To input data into the system and assist in the administration of data in softcopy
• Handling complaints and report to superiors